Using Outlook email signature templates: A guide to success
26 July 2023
0 min read
If your company uses Office 365, Outlook is your email client, then this guide is for you. We’ll guide you step-by-step on how to turn your email signature into a low-cost, high-return marketing channel with the best Outlook signature templates.
What is an email signature template?
An email signature template is a pre-written block of text automatically added to the end of an email. At its most basic, it includes key contact information.
Email signature templates are an efficient way of presenting these details every time someone sends an email. For recipients, it means they've always got the sender's contact details.
But there’s more to email signatures than just delivering contact information. Heat map studies show that a well-designed email signature immediately draws the eye. So, it makes sense to use this space to build your brand and drive home marketing messages.
How do you create Outlook signature templates in Office 365?
Office 365 provides a basic Outlook signature templates gallery that opens as a Word document. Choose the Outlook email signature template you like, select all, and copy. Then paste the Outlook email signature template into a new email.
After completing this step, click on each element individually to customize it with your personal details and links. Finally, save it as your default signature.
What should signature templates for Outlook include?
Make sure you pick one of the email signature templates for Outlook that includes:
Full name
Job title
Company name
Email address
Phone number
Website URL
Social media profile links, ideally no more than four
To make your DIY Outlook email signature template more creative, consider including some of the following elements:
1. Include a photo in your Outlook email signature template
Using a photo adds personality to emails and helps build trust but you want consistent quality across your organization.
So, invest in professional headshots rather than relying on employees to provide their own photos.
2. Insert an animated GIF
It’s simple to replace the image in your Outlook email signature template with an animated GIF.
When set-up properly, animated GIFs can bring an email signature to life but keep them short, relevant, and on-brand. Subtle animation adds vibrancy but anything too chaotic could distract and irritate your audience.
3. Use a compelling call to action
A study by Return Path found that 68% of people click on links in email signatures. So, make sure you include your most important call to action below the contact information.
This might be a reminder to book event tickets, join a mailing list, or a link to the latest promotions. Update your CTA regularly and track click-throughs so you know which content your customers are interested in.
Managing Outlook email signature templates in Office 365
There are 20 designs in the Outlook email signature templates gallery in Office 365. However, they’re very basic. To improve these standard Outlook email signature templates, you can either edit the HTML yourself or hire a graphic designer for a custom design.
If you’re hoping to centrally manage email signatures in Office 365, you’ll find the task complex and prone to error. Accurate details aren't guaranteed, updates are time-consuming, and it offers limited engagement potential.
Using email signature software massively reduces the time and effort needed. It’s more reliable and opens up new opportunities to engage your audiences.
Using Exclaimer for Outlook email signature management
Exclaimer effortlessly integrates with Office 365. This gives you access to a suite of ready-made, best-in-class email signature templates.
You can create as multiple signatures for your organization. You can then add social media icons, a company logo, promotional banners, and legal disclaimer. And all without any specialist IT or graphics skills needed.
Exclaimer’s drag and drop signature designer also means you can create new Outlook email signature templates in minutes. No messing with HTML code or having to use a professional designer.
Here are some examples of the best Outlook email signature templates you can create when using Exclaimer’s platform.
1. Outlook email signature template for marketing
Your email signature is the perfect place to use promotional banners for boosting marketing campaigns. These can be rotated regularly and personalized for specific recipients.
Use quality photography and graphics paired with messaging that resonates with your target audience. You can A/B test your templates by creating variations for each campaign and then tracking the click-throughs.
2. Real estate email signature template
If you work in real estate, your email signature template is a powerful way to drive traffic to your latest listings or to highlight sales figures and successes.
With email signature management software, you can adapt your promotions to suit the recipient. So, if you’re emailing a seller, include statistics on how fast you close sales or the percentage of sales you close at or above asking price. If you’re emailing a buyer, include attractive images of current listings with links to download sales brochures.
3. Doctor email signature template
If you’re managing email signature templates within a medical practice or a hospital setting, create an email signature template that builds trust. Include a professional headshot of the sender and list their qualifications and specialisms.
You can also highlight any health programs you’re promoting, such as routine check-ups, and include links to download advice. You could even include meeting scheduling links within the template, making it easier for patients to book an appointment.
4. Mobile email signature templates for Outlook
Finally, did you know that 51% of all emails are opened on a mobile device? That’s why it’s important to have a mobile-friendly email signature template for Outlook.
Exclaimer’s email signature software automatically makes every email signature render correctly on mobile devices.
The final word
It’s a simple copy-and-paste job to create Outlook email signature templates within Office 365. But managing email signatures in Office 365 is complex, time-consuming, and prone to error.
If you’re still deciding between using Outlook’s in-built system or opting for a third-party solution like Exclaimer, read our guide to Conversational Microsoft 365 Email Signatures, written by J. Peter Bruzzese, renowned Microsoft MVP.
Ready to superpower your email signature management? Find out why over 65,000 companies worldwide trust Exclaimer email signature software and book a demo today.